The Zoho Invoice/Books integration allows you to view and monitor invoices related to customers within your Zoho CRM account. You can also view the payment status of the invoice under the Account, Contact and Potentials details.

Availability

Profile Permission Required: Access to the Invoices Tab that includes View, Create, Edit and Delete permissions.

Note

Only users who have View permission for the Invoice tab in Zoho CRM will be able to access the Zoho Invoice/Books integration.

Administrator Functions

The first step in Zoho Invoice/Zoho Books Integration is to configure the portal using the ZSC Key generated in Zoho Invoice/Books.

Configure Zoho Invoice/Books Integration in Zoho CRM

The user with Administrator privileges in Zoho CRM can activate either the Zoho Invoice or Zoho Books integration, for the Zoho CRM organization's account. Before you configure, you need to generate the ZSC Key from Zoho Invoice/Books. The Zoho Service Communication Key or the ZSC Key is a key to communicate with other Zoho services. Invoices and Estimates created in Zoho Invoice can be viewed in other Zoho Services using the ZSC Key.

If you are new to Zoho Invoice/Books, you need to:

Sign up for Zoho Invoice/Books and create organization in it.

Generate ZSC Key in Zoho Invoice/Books.

If you are an existing user in Zoho Invoice/Books, you need to:

Generate ZSC Key in Zoho Invoice/Books OR

Get the ZSC Key of Zoho Invoice/Books and the associated emails address of the user

Enter the Zoho Service Communication (ZSC) Key of Zoho Invoice/Books account. If you are activating for Zoho Books, you need to enter the ZSC Key from Zoho Books account.

Click Next.

Choose the Organization from the drop-down list.All the organizations created in Zoho Invoice/Books will be listed. You can change the organization anytime. Once changed, all the data in Zoho CRM associated to the organization will no longer be available in Zoho CRM. However, it will be accessible in the Zoho Invoice/Books account based on the access privileges of the user.

Click Next.

Click the Change link to select a Trigger option from the following:

Create/Approve/Decline Estimate when a Potential is created/won/lost respectively

Create/Void Invoice when a Potential is won/lost respectively

None

Click Switch to New Integration to get additional features in the new version. If you are already in the new version, you can skip this step.

In the ContactSync Settingspage, specify the following:

Which modules need to be synchronized with Zoho Invoice's/Books's Contact? - Select an option from the drop-down list.

Which records need to be synchronized? - Select the List Views from the Accounts/Contacts module from which records will be synchronized.

How do you want to sync? - Select Two way Sync or One way: Push to Zoho Invoice/Books.

What needs to be done on Zoho Books's contact when the same record is modified on both sides? - During synchronization, if there are duplicates in Zoho Invoice/Books, select an option to Clone, Overwrite, or Skip.

Delete the contacts in Zoho Invoice/Books pushed using prior settings - Select the check box**** This option will be available when you choose to synchromize Accounts only in step 9a.

Map the Zoho Invoice/Books fields with those of Zoho CRM's Accounts and Contacts (based on your selection).

Click Save.

Click the Edit link for ProductSync to specify details for synchronizing Products in Zoho CRM with Items in Zoho Invoices/Books.

How do you want to sync? - Select Two way Sync or One way: Push to Zoho Invoice/Books.

What needs to be done on Zoho Books's item when the same record is modified on both sides? - During synchronization, if there are duplicates in Zoho Invoice/Books, select an option to Clone, Overwrite, or Skip.

Click Save.

Set Profile Permissions

Using this integration, users can view, create, or edit the transactions. They can also send the copy of the transactions as PDFs in an email. The permission to use these features can be set by the administrator in the user's profile. Please note that the permissions for Sales Orders is available only with Zoho Books Integration and not in Zoho invoice Integration.

To set permissions for profiles

Click Setup >Users & Permissions > Profiles.

In the Profiles page, click the Edit link for the corresponding profile that you want to edit.

In the Zoho Invoice/Books Permissions section, select the checkboxes for the following permissions for Invoices, Estimates and Receivables Summary:

View - To view the transactions

Create& Edit - To create and also edit the transactions

Email - To attach a copy of the transaction in an email and send it to customers.

Click Save.

Deactivate Zoho Invoice/Books

As an administrator of Zoho CRM, you can deactivate Zoho Invoice/Books Integration from your CRM account. If you deactivate the Zoho Invoice/Books integration, all the associated data will no longer be available in Zoho CRM.

To deactivate Zoho Invoice/Books

Log in to Zoho CRM with administrative privileges.

Click Setup > Apps & Add-ons > Zoho Apps > Zoho Invoice / Zoho Books.

In the Integration with Zoho Invoice / Zoho Books page, click Deactivate.If you have activated Zoho Invoice, you can deactivate it any time and activate Zoho Books integration.

User Functions

Create Invoices/Estimates/Sales Orders

To create an invoice, estimate or Sales Orders in Zoho Invoice/Books, you need not log in to Zoho Invoice/Books. You can create one within Zoho CRM. Please note that Sales Order can be created only with Zoho Books integration and not for Zoho Invoice Integration.

To create an invoice/estimate/sales order

Click Contacts orAccounts module and select a record.Please note, that the option to create invoices/estimates/sales order is not available in the Potentials Related List.

In the [Record Details] page of the Contacts or Accounts module, go to the Zoho Invoice/Books Related List.All the invoices associated to the record will be listed.

Click the Refresh icon, whenever required to refresh the list.

Click the New Invoice/Estimate/Sales Order link.Sales Order will be available only for Zoho Books integration and not for Zoho Invoice Integration. You need to enable it under Zoho Books' settings.

View Transactions

Once the Zoho Invoice/Books integration is configured, the users can view the invoices and estimates under the individual accounts, contacts and potentials. Please note that this feature will be available only to users who have View permission for the Invoice tab in Zoho CRM. Make sure that you have imported the account records from Zoho CRM to Zoho Invoice/Books before you associate the invoices.

To view transactions

Click Contacts, Accounts or Potentials module and select a record.

In the [Record Details] page of the Contacts, Accounts or Potentials module, go to the Zoho Invoice/Books Related List.All the invoices associated to the record will be listed.

Click the Refresh icon next to the Zoho Invoice/Books Related List.

Move the mouse pointer to a record and click the PDF link to download the invoice/estimate/sales order as a PDF.

Click the Invoice number to view the invoice in detail.

Click the Estimate number to view the estimate in detail.

Email Transactions

Send invoices/estimates/sales orders as PDFs to your customers from within Zoho CRM. Only users with the Email permission for Zoho Books/Invoices can use this feature.

To email transactions as PDFs

Click Contacts, Accounts or Potentials module and select a record.

In the [Record Details] page of the Contacts, Accounts or Potentials module, go to the Zoho Invoice/Books Related List. All the transaction records associated to the record will be listed.

Click on an invoice/estimate/sales order.

In the details page, click Email.The email templates listed will be pulled from Zoho Books/Invoices.